The ATHLETIC BOOSTER CLUB of
MEETING MINUTES
1. Meeting Called to Order by President Karen Clemente
2. Pledge of Allegiance
3. Roll Call
President – Karen Clemente Present
Vice-President – Joe Spangler Absent
Treasurer – Carol Devine (newly appointed) Present
Corresponding Secretary – Stephen Motylinski Absent
Recording Secretary – Vacant
Past President – Karen Requa Present
Other Members Present:
Debbie Motylinski
Hope Coughlin
Josie Carfagno
Suzanne Sedarat
Meredith Hahn
4. Approval of Minutes – Minutes from June 13, 2002 meeting were approved.
5. Communications - none
Josie Carfagno mentioned she has names of individuals who would like to be members of the Club and will bring that information to the next meeting.
6. Treasurer Report: Carol Devine was newly appointed Treasurer by Karen Clemente, due to the resignation of Tracey Deron. Carol will review the books as received, and will give the Club an update as to the overall financial standing of the Club, as well as a review of expenditures and revenues, at the next meeting. Carol will also contact the bank to make arrangements to update the signature cards to reflect the changes needed for authorized signatures. Karen Clemente, Joe Spangler, and Carol Devine will be authorized to co-sign all checks issued on the Club’s account. Any checks that need to be issued immediately could be co-signed by Karen Clemente and Karen Requa, if necessary until the account has been changed.
According to the information received from Tracey Deron, the Club has a balance of $12,381.36. Josie Carfagno submitted checks in the amount of an additional $1,670.00 to Carol Devine at the meeting. Carol needs to determine what if any checks have been issued for items already obligated by the Club (the Club approved of $4,016 in expenditures/pledges at the June 13th meeting), and will give us an update at the next meeting, along with any recommendations she may have for 2002-2003.
7. Committees for 2002-2003:
A) Membership – Debbie Motylinski
B) Joe Corbi – Suzanne Sedarat
The Club will sell pies and cookie dough in the Fall. Josie Carfagno will get more information about the pie sales, which will be new for this year. Pizza kits will be sold by winter and spring sports teams.
C) President’s Day – vacant (need person to coordinate concession sales/volunteers for the Sunday before the MainTournament). We all need to work on recruiting a chair for this position
D) Blankets and Coupon Books – Josie Carfagno/Betty Reis
Josie reported we only have a few blankets left and requested we purchase more. Minimum order accepted is 25 of each color (blue, green, red). Motion by Josie, seconded by Hope Coughlin to purchase 75 blankets now. Goal is to have them in time for Junior Women’s Christmas Bazaar (December 8th).
Josie Carfagno asked for assistance in storing the blankets; she will store half of the shipment when received, and Suzanne Sedarat volunteered to store the other half.
Karen Clemente mentioned that Doug Wagner sold several blankets for us at the Alumni Day over the summer. Karen will send a thank you to Mr. Wagner on behalf of ABCML.
Entertainment books: Josie Carfagno will follow up with Betty Reis on the status of ordering more entertainment books for the Club to sell. The arrangement is that we order them first, and then pay for them after they are sold. A motion was made by Suzanne Sedarat, seconded by Karen Clementi to order the entertainment books. Karen Clementi offered to pick the books up from Betty when they came in.
E) Other ideas were bounced around as fund raising ideas. Meredith Hahn suggested looking into corporate sponsors for items to sell (stadium seats, for example). Meredith will bring information to a future meeting.
8. Old Business:
A) Coaches Requests: Karen Clementi will send a letter to each coach advising them that the Booster Club had approved of their requests in June, and that they would need to submit invoices to either Karen Clementi or Carol Devine in order to have payment made. Coaches will be advised that the money must be spent this year, since it was approved from last year’s budget.
B) The status of payment to Ferry Associates was discussed. Karen Clementi received a copy of the bill in September. Carol Devine, (former Membership Chairperson) indicated she had never received an invoice from Ferry Associates, after the work had been completed last spring, and neither had Karen Requa nor Karen Clementi. Josie Carfagno indicated she had received the invoice over the summer and had given it to Tracey Deron as soon as she had received it. Carol Devine will look into whether or not this bill has already been paid, and if not, the Club will do so as soon as possible, since Ferry Associates had cut the Club such a break with the printing costs, and were so patient after all the delays due to Board approval, etc.)
9) New Business:
a) Establish Goals for 2002-2003: Karen Clementi asked the members to come to the next meeting with ideas for goals for this year.
Debbie
Motylinski suggested an awards dinner for each sport
season (3 times a year). Karen C. will see if Vaughn Hall is available
either Tuesday November 12th, or Wednesday November 13th at
b) Highlights of School Games:
Based on agreement at our June 13th meeting, Karen Requa will follow up with Lou Kalb on writing up highlights of the various school team sporting events, and asking him to submit them on a regular basis to the Colony Club News, the Home to School Connection and other school newsletters, and to the Central Record.
Hope Coughlin will ask Mr. Sheffer to work on a film/video for graduation/awards banquets.
c) Booster Club Awards – Hope Coughlin clarified the background on these awards for the
Executive Committee. The Club has always given an award to one graduating eighth grade boy and girl (two awards), and the recipients are selected by the coaching staff at Neeta. The awards (a $50.00 gift certificate) are given to individuals with an emphasis on sportsmanship, as well as athletic ability. Although discussion at the June 13th meeting resulted in disapproval by the committee, since the awards were obligated already by the coaches, Karen Clementi approved a request from Hope Coughlin for a $100. expenditure subsequent to the June 13th meeting in order to cover the cost of gift certificates.
The Committee decided to vote on whether to continue this practice. A motion was made by Josie Carfagno, seconded by Karen Requa to continue to issue these awards as currently done on a yearly basis. Karen Requa asked that the Committee be advised of the award recipient names at a subsequent meeting, since it would be nice to know who received them, and to have our minutes reflect that the awards were given.
d) Status of Fields:
Discussion occurred about the lining of the athletic fields. There were problems with lining the fields this fall. Hope indicated she wanted to continue to use the services of an individual to line the fields in the spring, and for the Club to pay that fee.
As for the pledge made by the Club at the June 13th meeting, the Committee appointed Joe Spangler as liaison to The Colony as to the status of that project, since our pledge is time-limited for a nine month period, and would need to come back before the Committee if the pledge date expires before the work is done. Joe will be asked to give the Committee regular updates at our meetings.
e) Field Clean Up Day:
Karen Requa will contact the borough about the possibility of the Booster Club participating in the Town Clean Up Day. In the past, any group that participated was able to earn a small amount of money from a grant, depending upon how many groups participated. We could target cleaning up the Neeta school fields, and surrounding areas of the school grounds, and the bike path (a real eye sore these days). We would ask the team members and their parents to volunteer, as well as members of the Committee. Karen Requa will bring more information to a future meeting.
f) Coaches Requests to District:
Karen Clementi advised the Club that the items requested by Maureen Dzwill, which were conditionally approved by the Club at our June 13th meeting, depending upon her approaching the District office first (per our procedures) were rejected by the District, and that Maureen purchased the items over the summer, and that the Club now needs to reimburse her. The cost ended up being less than anticipated (around $100. total). Also, Karen Clementi mentioned that any coaches requests that were not considered by the Club should be submitted to us for consideration, but needed to follow the procedures we established last year.
Hope Coughlin reported to the Committee that, when Maureen submitted the invoice to the District office, she was told to go to the Booster Club with her request, that the District office only pays for transportation. Hope indicated that there was a time when there was a certain amount in the district’s budget for supplies for the athletic teams, but that the coaches are unaware of that being a part of the budget any more. Discussion occurred as to what, if anything, the Committee should do regarding this issue. Hope Coughlin also indicated that the Principal advised her that she has not been informed of the Club’s policies and procedures. The Committee confirmed the fact that the District Administrative staff were sent the bylaws and the procedures that the Club wants followed when requests are submitted to the Club for expenditures, and assumed that they were being distributed within the district to whoever needed to know the information.
10) Adjourn – Next meeting scheduled for Thursday, October 17th in the Neeta School Library.